Firm Administrator

Job Description Job Description

CLASSIFICATION: Full time, exempt

REPORTS TO: Partners

Work location: Hollywood, Florida office, on-site.

Primary purpose of job: to perform general office managerial, executive administrative duties and provide support to partners and other personnel as required.

Applicant must have a minimum of seven years of solid experience (including supervisory experience) in a professional office setting, and must be highly proficient in Microsoft Office (Outlook, Word (advanced proficiency), and PowerPoint). Applicant must be punctual, self-motivated and have a strong work ethic.

Other requirements include:

• Excellent oral and written communication skills.
• Excellent interpersonal skills.
• Excellent phone presence: professional and upbeat.
• Team player.
• Ability to work independently.
• Ability to exercise independent judgment.
• Ability to prioritize.
• Excellent organizational skills.
• Advanced proficiency in Word.
• Experience with Excel and other spreadsheet application.
• Ability to multi-task.

Reports to two partners but may perform duties for others within the firm.

Supervises administrative personnel.

Duties include, but are not limited to:

• Preparing proposals, engagement letters, financial statements and other "end results" reporting documents using Word and Excel, as deemed necessary.
• Preparing other client-related reports.
• Assisting in packaging of client tax folders and filing tax documents.
• Assisting in the hiring of other administrative personnel.
• Updating and developing office policies and procedures.
• Updating and keeping abreast of firm social media.
• Preparing/composing outgoing correspondence to clients, vendors, and others.
• Scheduling and confirming appointments for the partners.
• Updating partners' calendars and contacts.
• Daily upkeep of partners' offices.
• Assisting with billing.
• General office duties such as filing, ordering supplies, purchase supplies locally, assisting with answering phone, opening and closing office.
• Preparing bank deposits.
• Balancing and replenishing the petty cash.
• Overseeing and assisting with general upkeep, cleanliness and organization of office and grounds.
• Contacting vendors and service providers for quotes and working with the chosen vendor/service provider to ensure the firm is receiving the services and level of service expected.
• Preparing outgoing mail & packages and assisting in logging incoming/outgoing mail.
• Updating & monitoring the equipment logs.
• Renewing professional memberships.
• Applying for and renewing business certifications.
• Liaison between office personnel and IT professional to ensure equipment and software are in proper working order, assisting IT company in troubleshooting problems.
• Additional duties in absence of other administrative personnel.

Salary is commensurate with experience.

Company Description S. Davis & Associates, P.A. (SDA), in business for over 25 years, is a full service certified public accounting, consulting and staff augmentation firm. We pride ourselves in employee longevity. Company Description S. Davis & Associates, P.A. (SDA), in business for over 25 years, is a full service certified public accounting, consulting and staff augmentation firm. We pride ourselves in employee longevity.